Major Elements of the OSSP Process

The university’s contracting and procurement is organized into four primary components:

Minimum Need and Funding (Agency responsibility)

Procure Goods and Services (OSSP responsibility)

Administer Contract (Joint Agency (COTR)/OSSP responsibility)

Contract Closeout (OSSP/COTR responsibility)

For a more complete view of the OSSP Process, please click here to open OSSP’s process flow charts. These flow charts are based upon the most common types of requirements and provide estimated processing times based on requisition dollar value. Please note that all processing times are contingent upon all necessary documents accompanying the requisition in the Banner system and existing workload in the Office of Strategic Sourcing and Procurement. Priority requisitions that could affect the daily operation of the university or requisitions that are complex in nature may require additional business days for processing.

Procuring Goods and Services

Goods and services are procured by one of the following methods:

Small Purchases: Request for Quotes (RFQ) – This process is used for purchases under the small purchase threshold of $100,000.

Competitive Sealed Bids: Invitation for Bids (IFB) – This process is used for purchases over the small purchase threshold of $100,000.

Purchase Card Procedures – This process is used for purchases under the purchase threshold of $2,500

The Department is responsible for the development of specifications for goods or services. OSSP is available to assist in developing the scope of work and/or specifications to ensure an open, biddable solicitation that allows the university to take full advantage of the competitive marketplace and thereby receive the best value.

Steps to the Acquisitions Process

Departmental Actions

Identify Need

Develop statement of work and/or specifications and prepare Justification, if applicable

Survey the market to ascertain a price estimate for budgetary purposes

Enter the requisition with detailed specifications and part numbers in the PAS. Attach documentation, if applicable

Receive all approvals in the approval flow

OSSP Actions

Receive the requisition in the Office of Strategic Sourcing and Procurement

Assigned the requisition to a contract specialist

Review documentation and determine procurement method

Prepare the solicitation

Receive and review responses

Recommend award and process purchase order

Execute purchase orders and contracts and make awards

Send award notification

Other Actions

Monitor the contract (Department and OSSP)

Close out the contract (Office of Strategic Sourcing and Procurement)

The Department Procurement Package

When a requisition is processed and funds are certified as available, the contracting officer will receive a procurement package from the department. The procurement package should include:

A scope of work with detailed specifications

A justification

An Independent Government Estimate (IGE) (when applicable)

Certification of funds (i.e. a requisition in the PASS or certification of funding signed by the Agency CFO)